Messaging and Outreach Terms

1. You are the sender

When a message goes out from your workspace, you are the sender and you are legally responsible for it - even when an automation, workflow, or AI draft produced it, and even when we carry it through a provider on your behalf. We provide tools that help you comply; we do not and cannot obtain your recipients' consent for you, and we do not review your message content before it is sent.

You are responsible for the laws that apply to you and to each recipient, including the US Telephone Consumer Protection Act (TCPA), which governs the calls you place, the CAN-SPAM Act, the rules of any messaging platform you connect, state telemarketing, do-not-call and call-recording laws, Canada's CASL, and the ePrivacy and GDPR rules on electronic marketing where they apply.

2. Consent

• You must be able to evidence the consent the law requires of you - who consented, when, through what disclosure, and to which address or account. What is required differs by channel and by country; consent rules for marketing email are stricter under Canada's CASL and the EU ePrivacy rules than under US law.
• Do not import consent you cannot evidence. Marking a contact as opted in inside the platform is a representation by you that real consent exists. Purchased, rented, scraped, and harvested lists are prohibited.
• Consent to be contacted about coaching is not consent to be marketed to indefinitely, and consent given to another business is not consent given to you.
• Service messages to an existing client about their own coaching (appointment reminders, check-in nudges, account notices) are different from marketing. Do not use a service message as a wrapper for marketing.

The platform maintains a suppression list for email and refuses to send marketing or one-to-one email to an address on it; a message the person started, such as a booking confirmation, still goes. An address that reports an email as spam is added to it. That default-deny behaviour is a safeguard, not a substitute for having obtained consent. Business SMS uses separate permission evidence for the recipient number and business. Old retired SMS records do not grant permission. Texting and calling permissions are distinct, and staff cannot override a provider-confirmed STOP by marking consent again.

3. Opt-out

For business SMS, supported STOP keywords and authenticated provider opt-out signals suppress new sends before an agent reply is queued. A verified START clears that suppression but does not establish blanket marketing permission. Staff can record permission withdrawal and pause automated replies through human takeover. Report call opt-outs through the phone agent or withdraw call permission in voice settings. Provider keyword support and registration requirements vary by country and sender type.

• An opt-out is permanent until the person explicitly opts back in. You must not re-add, re-import, or manually override an opted-out contact to resume messaging them.
• Every marketing email must contain a working unsubscribe mechanism and must honour it promptly. The platform adds one and maintains a suppression list; do not attempt to bypass either.
• A person may also opt out by telling you in any reasonable way. If they do, record it as their opt-out (the contact's Sales tab has a control for this). Once recorded, it is treated as their decision and you cannot undo it.
• Opt-out and complaint records are retained indefinitely and are not erased by a deletion request, because an erased opt-out is an opt-out that stops working.

4. Timing

Business SMS requires a known recipient time zone and is permitted only from 8 AM to 9 PM in that zone. Outbound phone-agent calls require separate recorded call permission and are permitted from 9 AM to 8 PM. These conservative product windows do not establish that a message or call is lawful in every country. Unknown time zones block dispatch; blocked attempts are not automatically rescheduled.

Automated client-facing messages respect the quiet hours you configure, and are deferred to a permitted time rather than dropped.

You must not use scheduling, timezone settings, or any other control to defeat those windows, and you remain responsible for the timing rules that apply to you - several states restrict the hours in which you may contact someone for marketing purposes, and those rules bind you whatever the platform enforces.

5. Content and identification

• Do not misrepresent who you are. Sender names, from-addresses, subject lines, and headers must be accurate and non-deceptive.
• Marketing email must include your valid physical postal address. The platform inserts the address from your business profile; if you have not set one, it falls back to ours, which is not what the law asks for. Set your own business address before sending marketing email.
• Do not send content prohibited by your email provider or by the rules of a platform you have connected - among them content relating to controlled substances, illegal products, hate, or sexually explicit material - and be aware that providers apply heightened scrutiny to health, supplement, and weight-loss messaging.
• If you send through a connected Pro CRM inbox (WhatsApp or Instagram), that platform's own rules on automation, volume, and unsolicited contact apply to you in addition to these terms.

6. Automations and AI-generated messages

• An automation you activate sends messages under your name and your legal responsibility. Review what a sequence will send before you turn it on.
• AI-drafted messages must be reviewed by you before they reach a client or prospect where the platform offers a review gate. Do not disable a review gate to send unreviewed messages at volume.
• Zyx Goal Coach creates private drafts for your review. Approvals apply to a saved version, and changing a related plan decision requires reviewing the dependent reply again. Applying approved changes and sending the reply requires your final send action. A saved message or plan change does not confirm delivery of its separate push notification; unresolved provider delivery is shown separately.
• Coaching sequences stop on replies according to their reply safeguards. CRM workflows can stop on reply or follow a coach-configured reply branch; connected-conversation waits accept a new reply in the same conversation. Human handoff pauses automatic social replies for that lead, and recorded opt-outs stop automated contact.
• Connected messaging workflows run from the account you select. They use an existing CRM conversation link unless you explicitly enable creating a CRM contact and lead for an unmatched inbound sender. Review these settings and the message text before activating the workflow.
• Do not use automation to send at a volume or cadence a reasonable recipient would experience as harassment.

7. Call recording and transcription

Recording a call without the consent the law requires is a crime in some states and a civil claim in others. Several US states require the consent of every participant, not just yours, and the rule may follow the participant's location rather than yours.

• Before you record, transcribe, or upload a recording of a call, meeting, or consult, you must obtain the consent of every participant that their jurisdiction requires, and you must be able to evidence it.
• Announce recording at the start of the call, and stop if anyone objects.
• Do not record a call with someone who has not agreed, and do not upload a recording made by someone else without their permission.
• Call-review features analyse your delivery - how much you spoke, what you asked, whether you set a next step. They do not profile or score the other participant. Do not use them to build a profile of anyone.
• You are responsible for deleting recordings when their purpose ends and for honouring a participant's request to delete one.

Searchable course material

A lesson owner can enable searchable transcripts for uploaded course recordings, or provide written transcripts or captions. You must have the rights and participant permissions required for that use. Automatic transcription sends extracted audio segments to the configured provider. Private derived audio and searchable text stay with the source until it is replaced, disabled or deleted; derived-file deletion is queued and retried, while provider copies and infrastructure backups follow their separate retention. Course publication and lesson locks continue to restrict client access. Enabling searchable content does not authorize recording other people without the permissions described above.

Talking to the assistant

The rules above are about recording other people. Voice features where you talk to the assistant - the Cowork consoles, dictation and personal Zyx voice messages - work differently, and this is what the platform does with your microphone during one.

• Personal Zyx voice messages start only when you tap the microphone, after account recording and AI permissions and device microphone permission are checked. Canceling, leaving the chat, backgrounding or reaching two minutes stops recording. The time limit does not submit the clip. Pressing Send submits it to the configured transcription provider and sends the resulting text as your message. Failed transcription can keep a local clip for retry. Success, cancellation or leaving chat requests local deletion; app interruption may leave cache files for device cleanup. The server does not persist these audio clips.
• For coaches with Cowork access, Start Cowork for new messages is on by default. While LaunchSite OS is open, a new client message may start a voice session and open the microphone after browser permission has been granted. You can turn this setting off in Cowork Settings. The microphone is released when the session ends.
• What you say is sent for transcription so it can become the text of your request. We do not persist personal dictation or voice-message audio on the server - what is retained is the resulting text, as part of the conversation it belongs to.
• If you turn on Talk to interrupt, a short rolling segment is also recorded while the assistant is speaking, so that a sentence you say over it is not lost. That segment is discarded in your browser as soon as the reply finishes, and is only ever sent anywhere if you actually interrupted. With the setting off, nothing is recorded while the assistant speaks.
• If other people are within range of your microphone, they may be captured. A voice session is a recording device in the room, and the consent rules above may apply to anyone else present - including a client on a speakerphone.

8. Synthetic voice

Business phone agents use OpenAI Realtime Mini through Twilio, separately from Cowork. Live audio reaches those providers even though this runtime does not save recordings or call transcripts in LaunchSite storage. Identify the business and disclose the automated assistant to the caller. The agent uses approved public business information; caller ID does not authenticate access to private contact records. A human-transfer request is not a completed transfer until confirmed by the provider. If you enable AI call summaries, the agent is instructed to disclose summary handling; you must obtain any required participant permissions. Brief summaries may be saved to a matched contact and emailed to the staff you select. Verify AI summaries before acting. A number match does not prove caller identity. Browser practice sends microphone turns to OpenAI and simulates external actions; it does not dial a phone or send follow-up messages.

If you configure a synthetic or cloned voice, you represent that you hold the rights to that voice - it is your own, or you have the documented permission of the person it belongs to. Do not use a synthetic voice to impersonate anyone, and disclose that a voice is synthetic where the law or plain honesty requires it. Some states regulate voice recordings as biometric identifiers and require separate notice and consent.

9. Suspension

We may throttle, suspend, or terminate your messaging access - immediately, and without prior notice where the harm is active - if we reasonably believe you are sending without consent, ignoring opt-outs, generating complaints or provider blocks, or otherwise violating these terms. We may also do so if a provider requires it. High complaint rates put every coach on the platform at risk, which is why this is enforced strictly.

10. Indemnity

You indemnify LaunchSite OS, LLC against any claim, penalty, or loss arising from messages sent from your workspace, from recordings you make, and from your consent, opt-out, or disclosure practices, as set out in the Terms of Service.

11. Contact

Questions about these terms: support@launchsite-os.com · LaunchSite OS, LLC.

This document is provided as a starting template and is not legal advice. TCPA and state call-recording exposure is significant and fact-specific - have a qualified attorney review your consent capture, disclosures, and recording practice before you send or record at scale.